Senior Manager, Database Administration

Company: RefugePoint
Location: Glen Ellyn
Posted on: April 2, 2025

Job Description:

Closing Date: Shortlisting and interviewing will be on a rolling basis until a suitable candidate is identified. We, therefore, encourage qualified candidates to apply as soon as possible. Only shortlisted candidates will be notified.Title: Senior Manager, Database AdministrationLocation: Nairobi, KenyaGrade: 9Step: 0Monthly Gross: Kshs.341,208Reports to: Country Director and Chief Administrative Officer (CD-CAO)Supervision Given: Database AssistantAbout RefugePointWHO WE ARE:Founded in 2005, RefugePoint partners with refugees to access life-changing solutions, transforming how the world supports them. For those who can safely remain in the country to which they have fled, we help them reach stability and work towards self-reliance so they can meet their own needs. Unfortunately, many refugees can't go home and can't safely stay in the country to which they have fled. We help these people relocate to a safe, new country, through resettlement or other pathways so that they can begin to rebuild their lives. RefugePoint helps refugees access these solutions using three tactics: direct services, field building, and systems change. Through this three-pronged approach we provide direct services to thousands of refugees each year, strengthen the capacity of other organizations to better serve refugees, and influence global policy and practice to transform refugee response systems.Lasting solutions work. Directly, we've referred over 140,000 refugees for resettlement or other pathways to a safe, third country. We've also equipped thousands of refugees with the tools to support themselves and their families in the country to which they've fled. Through innovation, collaboration, and influence, we've helped lead the sector in expanding long-lasting, refugee-centered solutions, and instigated major sea changes in global practice.You will be joining a growing organization (115+ staff globally) that is spearheading new initiatives that are changing the face of humanitarian response, and we would be excited to have you as part of our team!OUR VALUES:RefugePoint has core, cross-cutting principles and values that define our work:

• Refugee-Centered: We create space for and elevate refugee voices and leadership within the organization to guide our work.
• Anti-Racist & Anti-Colonial: Recognizing that racism, colonialism, and global white supremacy culture have caused many of the inequities driving the world's refugee situations, we seek to integrate and center anti-racist and anti-colonialist principles in all that we do.
• Equity-Focused: We deliver services, build capacity, and influence policies and systems to strengthen equity in the humanitarian sector.
• Trauma-Informed: We integrate a trauma-informed approach and offer mental health and psycho-social support services to clients and staff.
• Evidence-Informed Practice: We use an evidence-informed approach to practice, i.e., the integration of research evidence alongside practitioner expertise and the people experiencing the practice.
• Collaborative: The urgency of need and the magnitude of the problem requires shared responsibility and shared action. We seek opportunities to engage in networks and partnerships.POSITION SUMMARY:The Senior Manager, Database Administration oversees the organization's Salesforce database ecosystem and mobile data collection platforms, providing the necessary support for Programs and Operations teams across the agency. This role ensures that fundraising and program teams have access to reliable and efficient database systems that enhance their work. Additionally, the Senior Manager, Database Administration supervises a Database Assistant, offering daily guidance and mentorship to develop their technical capabilities.The ideal candidate combines strong Salesforce technical expertise with excellent communication skills, effectively bridging organizational needs and technical implementation. Working closely with the Director of Impact, the Senior Manager, Database Administration ensures that the database infrastructure supports and aligns with the data priorities identified by the Monitoring, Evaluation, and Learning unit. This role will also engage closely with colleagues leading and implementing RefugePoint's programming, fundraising, and communications work, to support their database needs and requests.This position demands flexibility, innovation, initiative, and confidence in managing various database systems while collaborating with colleagues from diverse cultural backgrounds.CORE RESPONSIBILITIES AND DUTIES:Supervision & Leadership
  • Supervise the Database Assistant, providing day-to-day guidance, mentorship, and performance feedback.
  • Assign and prioritize tasks for the Database Assistant based on organizational needs and deadlines.
  • Conduct regular check-ins and performance reviews to support the Database Assistant's professional development.
  • Lead in goal-setting and professional development plans for the Database Assistant.Database Maintenance and Support
    • Administer and maintain all internal Salesforce databases and data collection systems (currently Taroworks).
    • Monitor database performance, integrity, and security.
    • Implement system upgrades, patches, and fixes and roll these out to all user devices, including mobile applications.
    • Design and develop database enhancements based on organizational requirements, including testing new features on sandbox, documenting new functionality, and rolling these out.
    • Create and maintain data validation rules, workflows, and automation, including Database data clean-up, importing and exporting data, identifying records erroneously created, merging, and deleting records as requested by staff.
    • Develop custom reports and dashboards to support data-driven decision making. Train users on how to create and customize reports including creating reporting snapshots and configuring report subscriptions.
    • Document database architecture, configurations, and procedures.
    • Coordinate database customization, ensuring functionality aligns with organizational workflows.
    • Conduct routine system health checks and recommend optimizations.General Support and Training
      • Act in accordance with user needs and system functionality to contribute to organizational policy.
      • Provide timely support to database users across teams.
      • Develop and maintain user documentation and training materials.
      • Conduct regular training sessions on database usage and best practices.
      • Proactively identify recurring user challenges and implement solutions.
      • Act as the primary point of contact for database-related support.
      • Assist in setting up dashboards and reports for key stakeholders.
      • Develop data validation processes and automation where necessary.Vendor & Contractor Management
        • Serve as RefugePoints' primary point of contact with Salesforce and TaroWorks vendors and contractors.
        • Manage relationships, workflows, and contracts with external database contractors and consultants.
        • Evaluate vendor proposals for database improvements.
        • Clearly communicate organizational needs to technical vendors.
        • Coordinate testing and implementation of vendor-provided solutions.
        • Track contract renewals and negotiate agreements with database vendors.License & Subscription Management
          • Manage all Salesforce and TaroWorks licenses and subscriptions, including user license management.
          • User management on Salesforce & mobile-data applications, by creating and managing user accounts, managing Salesforce roles, profiles, sharing rules, and groups.
          • Track license usage, allocation, and renewal dates.
          • Evaluate licensing needs based on user requirements and the organization's growth.
          • Negotiate license agreements and renewals to optimize costs.
          • Present yearly budgets for Salesforce and TaroWorks licenses.
          • Coordinate for the purchase of staff Salesforce and Taroworks licenses as required.Data Security & Quality
            • Maintain confidentiality of clients' data, in accordance with RefugePoint's Data Protection Policy.
            • Ensure compliance with organizational data policies and security standards, including any relevant Kenyan data protection regulations.
            • Establish and enforce data standards and governance policies.
            • Implement and maintain data cleansing procedures.
            • Ensure database compliance with relevant regulations and organizational policies.
            • Manage data backup, recovery, and disaster recovery protocols.Planning
              • Participate in program planning as required to ensure that the database infrastructure can support workflows as necessary.
              • Research and recommend new technologies and approaches.
              • Develop roadmaps for database improvements aligned with organizational strategy.
              • Collaborate with leadership to ensure database capabilities support organizational goals.
              • Collaborate with leadership to ensure budget allocations support needed database maintenance, improvements, and licensing costs.Other duties as assigned by the Country Director and Chief Administrative Officer (CD-CAO)QUALIFICATIONSMinimum Qualifications
                • Bachelor's degree required.
                • Minimum five years' formal work experience in a role managing databases on Salesforce. Previous NGO experience would be an added advantage.
                • Excellent working knowledge of the Salesforce and TaroWorks database applications, and modern database system technologies.
                • Certification in Salesforce administration.
                • Excellent working knowledge of the Salesforce ecosystem.
                • Excellent working knowledge of flows, automations, and database schemas.
                • Strong troubleshooting and problem-solving skills in a Windows-based environment.
                • Excellent practical knowledge of APIs system configurations and integrations.
                • Excellent working knowledge of systems security in a large network environment.
                • Excellent written and verbal communication skills.Desired Qualifications
                  • Strong interpersonal, analytical and problem-solving skills.
                  • Excellent collaboration skills and the ability to work independently.
                  • Comfortable working in a multicultural environment;
                  • High integrity and dependability;
                  • Strong interpersonal, analytical and problem-solving skills.
                  • Social competence skills, diplomacy, and a team worker;
                  • Ability to deal with conflict situations;
                  • Self-motivated and able to work with a high degree of autonomy;
                  • Enthusiasm for and dedication to working with vulnerable populations.Mandatory Requirement: Current Police Clearance Certificate.
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Keywords: RefugePoint, Chicago , Senior Manager, Database Administration, Executive , Glen Ellyn, Illinois